Phone Etiquette at Work

Among the different modes of communication used today, the telephone or the cell phone occupies the top most position; with instant messenger or e-mail coming to a close second. A telephone is the most important part of the customer service, telecommunication, sales, and many other industries. Similarly, a cell phone has become a part and parcel of the modern world and today literally, every person in the developed nation has a cell phone. Although you know how to use a cell phone or a telephone, there are certain etiquette or rules that you need to follow while using the same.

Proper Telephone Etiquette

There are certain rules you need to keep in mind and follow while answering a call or making a call at workplace.

• The first and the foremost thing to remember when answering a call is to greet the person with a 'hello' or a simple 'good morning or good afternoon'. Do not ever answer a phone with 'yes' as it is rude.
• You should always ask the person's permission before putting him/her on hold and tell the reason for the same. You should also thank the person for the same.
• It is not considered wise to put a call on hold for more than one minute; however, if you need to do so, talk to the person after regular intervals to show that you have not forgotten him.
• If you are receiving business calls, do not end the call before the caller does so.
• You should not interrupt the caller if he is speaking. It is also wise to keep your cool as much as you can while talking on phone to a frustrated customer.
• If making a call, you should identify yourself, your company's name and your intention for the call in brief.
• Lastly, one of the most important telephone etiquette to remember is to not sound bored, angry, frustrated while receiving calls; it will surely pay to sound sweet and helpful.

Proper Cell phone Etiquette

Cell phones are banned in most of the organizations as they lead to distractions. However, if they are not banned in your organization, you still need to follow cell phone and texting etiquette at work to avoid distractions and disturbing other employees.

• A cell phone should always be on 'vibrate' or 'silent' mode at workplace or any business areas. Sometimes, at meeting, vibrating phones can also distract people and hence, it is wise to switch off the phone.
• It is advisable to avoid making personal calls at workplace and also reduce the amount of time you put in making calls.
• If you have to make calls, make sure that you are at least 5-10 feet away from any person and not disturbing anyone.
• You should make personal calls or text only at break times. Avoid frequent texting at workplace or at your desk.
• Surfing on the cell phone, playing games, etc. should be avoided completely.
• Texting should also avoided in movie theaters or for other audio-visual performances as the light emitting from the cell phone can also cause distraction to others around you.
• Text messages should usually be simple and short as replying to complicated and long text messages is also complicated.
• Lastly, it is totally improper or rude to use the restroom/ washroom for talking on the phone as it can be uncomfortable to the speaker as well as for others using the restroom.

These were a few essential tips to be followed at workplace while using the telephone or the cell phone. Following phone etiquette at work shows good manners and common sense which will surely help in making a positive impression on others. So, think about it and follow it. Good luck!